V2: Attendance Portal

The V2 attendance portal allows you to easily check in or register members for classes. You can do so through searching for members or with a QR or PIN code.

 

 

Table of contents

 

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Permissions and accessibility

Staff access:

• Admin
  • Full access
• Manager
  • Full access
• Staff
  • No access

MyStudio plan restrictions:

• None

 

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Launching the V2 attendance portal

1. Login to V2.
2. Go to attendance > settings.
3. Copy the attendance portal URL or click “launch web portal.”
4. Use your credentials to login if required.

 

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Admin mode for the V2 attendance portal

To access the admin mode in the V2 attendance portal:

1. Open the V2 attendance portal.
2. Click “admin” below the class list.
3. Enter your login credentials.

 

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Where to get the QR code for student check-in

The QR code for student check-in for the V2 attendance portal can be found in two places:

1.  Participant profile

• Go to all customers > all participants > click the student’s name > click the “show QR code” button located under the student’s name on the left.
• Download the QR code to email to members
• Printing options coming soon

Here are picture references of what you’ll see for this option:

 

2.  Member app

• Students can access the QR code from within the member app.
• After logging into the member app, go to the participant profiles section
• Make sure you are on the correct participant profile and click “show QR code” to see the QR code.

Here are picture references of what you’ll see for this option:

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How to use QR codes for student check-in

1. Log into the attendance portal.
2. Choose the class you are checking into.
3. Choose QR code as the method of check-in.
4. Once the camera appears, students can scan their QR codes to check-in or register for the class.

Here are picture references of what this looks like:

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Where to get PIN code for student check-in

The PIN code for student check-in for the V2 attendance portal can be found in two places:

1.  Participant profile

• Go to all customers > all participants > click the student’s name 
• The PIN code is listed under the participant’s name
• Click “generate PIN code” if the student doesn’t automatically have a code

 

You can also generate a new random code as long the current one is active. PIN codes will deactivate if the student has no active registrations for a year. Here is a picture of what to look for:

 

2.  Member app

• Students can access the PIN code from within the member app.
• After logging into the member app, go to the participant profiles section.
• Make sure you are on the correct participant profile. You’ll see the pin code under the participant name.

 

Here is a picture of what to look for:

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How to use PIN codes for student check-in

1. Log into the attendance portal.
2. Choose the class you are checking into.
3. Choose PIN code as the method of check-in.
4. Enter the participant’s PIN in order to check-in or register for classes.

Here are picture references of what this looks like:

 

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Changing class display in the attendance portal

You can choose which classes are displayed in the attendance portal. This can be done from the control panel in operations > attendance > settings, or from the attendance portal itself. From the attendance portal:

1. Click “admin” below the class list.
2. Enter your login credentials.
3. Click “settings.”
4. Under class settings choose which display option you’d like.
5. Select “kiosk mode” once you’re done to secure the settings from your customers.

 

Here are some pictures of what this looks like:

 

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Differences between class displays

Show all classes: shows all classes available on that day regardless of time.

Show all classes within a specific time: only shows the classes available that day within the time frame you selected of the current time. So if you choose a range of 30 minutes, only the classes that start 30 minutes before and after the current time will appear.

Select only drop in class: None of your classes will appear. The only option will be attendance by time.

Select a specific class: Only the specific classes you choose will appear.

 

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How to check-in students by searching

1. After logging into the attendance portal.
2. Choose the class you are checking into.
3. Select “name search check in” as the check in method.
4. Search for the participant’s name.
5. Click to check in or register.

 

 

Here are picture references of what this looks like:

 

 

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The difference between “check in” and “register”

You may see an option to register for the class instead of “check in.” The difference between these options is:

• Check in: the participant has already registered for this class prior to check in. This means the student just has to check-in.
• Register: the participant could register for the class from the attendance portal directly. Clicking “register” from here will automatically register and check-in the student to the class for that day.

 

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Checking into pre-registered classes from the V2 attendance portal

To check into pre-registered classes:

1. Open the V2 attendance portal.
2. Select the class that the participant pre-registered for.
3. Choose the check in method.
4. Click “check in.” If the option says “register” instead, then the student did not pre-register for this particular class or class time.

If you accidentally check someone in, click “checked in” again to undo the check-in.

 

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Registering for classes from the V2 attendance portal

To register for a class from the V2 attendance portal:

1. Open the V2 attendance portal.
2. Choose the class you want to register for.
3. Choose the check in method.
4. Click “register.”
5. If the student is registered to more than one program or trial that can attend the class, choose which registration to apply the attendance towards so that attendance limits and rank requirements are counted correctly.

 

If you need to cancel a registration, click on the three dots next to “checked in” and click “cancel registration.” Here is a picture of what this looks like:

 

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Why you have to select a student’s membership

When registering for a class from the attendance portal, the participant may need to select a trial or membership. This occurs when the student is in more than one active trial or membership. 

 

Selecting a trial or membership is required so that the system can connect the attendance to the correct registration. This ensures that attendance limits and rank requirements for each registration are counted correctly.

 

If you experience an error message, check out our references for each error message and how to manage them: Error Messages.

 

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Settings for showing specific students

To access the settings for showing specific groups of students:

1. Login to V2.
2. Go to the attendance settings section.
3. Scroll to name search settings.
4. Choose to hide or show the participant list in the attendance portal. Hiding the list means student names will have to be typed.
5. Save.

 

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Differences between name search settings

Show all participants: will show all participant names regardless of class registration or active memberships or trials. 

Show only participants who have registered for class: will show only participants who registered for the selected class prior to entering the attendance portal.

Show only participants in active memberships: will show only participants who have active memberships or trials.

Show only participants who fit the registration eligibility for a class: will show only participants who are in one of the memberships or trials allowed to register for the class. This setting is determined in the V1 services and products class creation under registration restrictions.

 

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What is a drop-in class?

In the attendance portal, a drop-in class is simply an attendance by time. It still counts towards the membership or trial attendance limits and rank requirements, but does not associate with a specific class.

 

 

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How to take attendance for drop in classes in the V2 attendance portal

To utilize drop-in check in from the V2 attendance portal:

1. Open the V2 attendance portal.
2. Choose “drop-in class/appointment” from the class list.
3. Choose the check in method.

 

 

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Showing or not showing specific participant information in the V2 attendance portal

You can choose which student information displays in the V2 attendance portal. To decide this setting:

1. Login to V2.
2. Go to the attendance > settings section.
3. Go to general settings.
4. Select or deselect which pieces of information to display in the portal.
5. Make sure to save at the bottom of the page.

 

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Attendance override options

Sometimes, students will be unable to check-in for a class because of attendance limits, past due payments, or full class capacity. You can choose whether your staff can override these limitations and check-in the student anyway from the attendance portal admin mode. To select which overrides are allowed:

1. Login to V2.
2. Go to attendance > settings.
3. Go to the general settings.
4. Under the “override options in kiosk mode” subsection, select which options can be overridden for attendance.

 

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Customization options

You can choose a color most similar to your marketing color. To do this:

1. Login to V2.
2. Go to the attendance > settings section.
3. Scroll to the bottom of the settings and choose a color.
4. Don’t forget to save.

 

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Error messages

The attendance portal settings and restrictions in V1 apply to the attendance portal in V2. This means that if the student’s trial is expired or they have a past due payment, they will be unable to register / check-in to class. Here are each of the popups that could occur and their meanings:

 

Payment required

 

• Popup: “Payment required
  Pay [amount] to enroll into [class]. Enter last four digits to continue”

• What it means: The class requires a payment.

• What to do: Member enters the last four digits of a card on file to pay for the class.

 

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Payment error

 

• Popup: “Payment error. Approach the front desk and check in with our staff to make sure you are set up correctly.”

• What it means: The payment has failed

• What to do: 

• • Member can try again or 

• • You can attempt to register them from the back end. 

 

If payment continues to fail, the member may need to contact their bank. Check out our article here for more details on failed payments: Past Due

 

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Payment required - no card on file

 

• Popup: “Payment required. There is no card on file to register for this class. Check in with our staff to make sure you are set up correctly.”

• What it means: The class requires a payment. The member doesn’t have that card number on file

• What to do: Register them for the class from the backend. The card will automatically save to their profile for future use.

 

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Trial expired

 

• Popup: “Your trial has expired. Approach the front desk and check in with our staff to make sure you are set up correctly.”

• What it means: The trial has expired

• What to do: 

• • If not in canceled status, the trial end date can be extended by editing the end date in the trial registration page. 

• • Otherwise, the member needs to choose an active trial or membership.

 

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Attendance limits reached

 

• Popup: “Attendance limit reached. You have exceeded your [number] class/appointments per [week/month] allotment. Check in with our personnel for more details.”
• What it means: The student’s program attendance limits have been met for the week/month.
• What to do: 
  • Confirm whether the student has reached their limits.
  • Adjust the attendance limits for the student if desired.
  • Otherwise, override is available in the admin mode of the attendance portal if you have the setting checked to allow override.

 

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Class capacity is full

 

• Popup: “Class capacity is full. Registration for this class has exceeded its limits. Please try registering for another class.
• What it means: The class is full
• What to do: 
  • This can be overridden in the admin mode of the attendance portal if the setting is checked to allow override. 
  • Otherwise, the student needs to choose a different class

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You do not meet requirements

 

• Popup: “You do not meet requirements. You must be registered for the program or trial associated with this class/appointment. Check in with our personnel or choose another option.”
• What it means: The student isn’t registered for a trial or membership that is allowed to attend the class.
• What to do: 
  • Double check your class registration limits.
  • Student needs to choose a different class
  • Or student needs to register for the trial or program allowed to attend

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Membership error

 

• Popup: “Membership error. Approach the front desk and check in with our staff to make sure you are set up correctly.”
• What it means: The student is past due on membership payments
• What to do: 
  • Get the member caught up on payments. 
  • Override is available in the admin mode of the attendance portal if the setting is checked to allow override.

 

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Class is in the past

 

• Popup: “This class is in the past. You cannot register for this class since it is in the past. Please try registering for another one.”
• What it means: The class has already past
• What to do: The student needs to choose another class. 

 

If the student is registering for a class they already attended and forgot to check-in, you can manually add their attendance through the participant profile.

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